Worcestershire Acute Hospitals NHS Trust
Directorate Operations Support Administrator
Worcestershire Acute Hospitals NHS Trust, Baltimore, Maryland, United States
Directorate Operations Support Administrator
The closing date is 20 November 2025.
Would you like to play a vital role in supporting the Women & Children's Division at Worcestershire Acute Hospitals NHS Trust?
We are looking for an enthusiastic and organised individual to support our Directorate teams for Breast, Maternity, Gynaecology and Paediatrics. In this role you will be at the heart of our operations, working closely with directorate managers, consultants, medical teams, and administrative staff to ensure the smooth running of our services.
You will provide essential administrative support, manage diaries and inboxes, validate key data, and help coordinate patient pathways. Your work will directly contribute to meeting Trust targets and delivering outstanding care for local people.
From preparing performance reports and supporting recruitment, to taking minutes at Directorate and Divisional meetings and managing confidential information, your attention to detail and initiative will make a real difference.
This is a fantastic opportunity to develop your skills in a supportive environment, with responsibilities ranging from rota management and financial ordering to IT support and cross-cover for the Divisional PA.
This vacancy is only open to Herefordshire and Worcestershire NHS staff
Main duties of the job
Provide administrative support to the Directorate Teams within the Women & Children’s Division (Breast, Gynaecology, Obstetrics & Paediatrics).
Provide diary and inbox management support for the Directorate Managers.
Take formal notes/actions at Directorate and Divisional meetings.
Have an understanding of patient pathways and key KPIs such as RTT, capacity and demand planning.
Undertake validation of data such as patient waiting lists and provide feedback to Directorate teams of performance and areas of concern.
About us Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester.
Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
DBS Checks and Costs: Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.
Job responsibilities
Provide administrative support to the Directorate Teams within the W&C Division.
Have an understanding of patient pathways and key KPIs such as RTT, capacity and demand planning. Deal with queries and action as appropriate to achieve Trust targets.
Undertake validation of data such as patient waiting lists and provide feedback to directorate teams of performance and areas of concern.
Provide diary and inbox management support for the Directorate Managers, liaising with multiple stakeholders across divisions making autonomous decisions.
Participate in the collection and transmission of information to enable the Directorate to meet its objectives.
Integrate performance information and data into presentation slide decks and reports prepared for the Directorate Managers, including Directorate performance review packs.
Develop and maintain an efficient filing system to include correspondence, reports, audit, and results.
Support recruitment process with raising ATRs for the Directorates and, where appropriate, sit on recruitment panels.
Take and transcribe formal minutes for high-level meetings, including Directorate and Divisional meetings. Ensure accurate recording of complex discussions, decisions, and action points.
Maintain responsibility for the timely production, formatting, and distribution of formal records, and follow up on actions where required. This includes managing confidential and sensitive information with discretion.
Where appropriate provide cross cover for the Band 5 Divisional PA, supporting with complex diary management and minute taking for the Divisional Directors.
Initiate and raise financial orders through the Trust’s procurement system (e.g. iProc), liaising with procurement, finance services and external suppliers to resolve any queries/issues.
Participate in the introduction and use of IT, procuring IT equipment and provide IT support and training to colleagues.
Have knowledge and use of various Microsoft Office software programmes including Outlook, Word, PowerPoint, Excel, Co‑pilot and Teams to produce letters, presentations, spreadsheet reports and other relevant correspondence.
Input and look up data on Trust IT systems in accordance with Trust policies.
Assist with day-to-day office administrative tasks such as distribution of post and answering telephone enquiries as appropriate.
Exercise initiative and judgment based on acquired knowledge and experience when dealing with Directorate enquiries.
Recognise situations that should be referred onto the line manager and take prompt and appropriate action.
Organise own day-to-day work and prioritise workload independently.
Rota Management
Act as lead in the provision of medical locum cover (paediatrics) for the Worcester site as required through Allocate and NHS P, liaising with the rota team, including uploading locum requirements onto Allocate ensuring details of all required shifts/jobs are completed accurately, reviewing locum CVs and checking all documentation supplied meet Directorate requirements and forward suitable CVs to Consultant for review and authorisation to book, prepare locum packs and accommodation as required, check locum timesheets on Allocate to agree hours booked/worked for authorisation by Directorate Manager.
Organising on site rooms for on call consultants as required.
Initiate / process claim forms for clinicians and add to the Allocate rota system.
Take sick leave, compassionate/special leave, maternity/paternity leave requests and add to the Allocate rota system and ensure return to work and self‑certification/medical‑certification is added to personal files.
Upload waiting list initiative claims from clinicians, maintaining accurate records. Respond to any pay queries from medical staff liaising with payroll to rectify.
Rotacoordination including allocation of theatre assistant staff, nursing & radiology staff in conjunction with the Directorate support manager.
Person Specification Qualifications
Evidence of further studies.
Skills and Knowledge
Working knowledge of Microsoft Office.
Good telephone skills.
Excellent verbal and written communication skills.
Good organisational skills.
Ability to collate, analyse and prepare reports.
Knowledge of NHS systems.
Knowledge of PAS.
Knowledge of Bluespier.
Knowledge of good Health & Safety Practices.
Audio & copy typing skills.
Experience
Experience of managing medical rotas.
Experience of using databases.
Experience of diary management.
Management of waiting lists.
Experience of working in the NHS.
Able to deal with competing priorities in demanding conditions.
Able to communicate sensitively with patients.
Self‑reliant, able to work independently and as part of a team.
Excellent attention to detail.
Other requirements
Adaptable.
Ability to prioritise workloads and meet deadlines.
Basic analytical skills.
Must maintain patient confidentiality at all times.
Due to the nature of our work, all posts are subject to enhanced Criminal Records Bureau checks.
This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices)
Please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name Worcestershire Acute Hospitals NHS Trust
#J-18808-Ljbffr
Would you like to play a vital role in supporting the Women & Children's Division at Worcestershire Acute Hospitals NHS Trust?
We are looking for an enthusiastic and organised individual to support our Directorate teams for Breast, Maternity, Gynaecology and Paediatrics. In this role you will be at the heart of our operations, working closely with directorate managers, consultants, medical teams, and administrative staff to ensure the smooth running of our services.
You will provide essential administrative support, manage diaries and inboxes, validate key data, and help coordinate patient pathways. Your work will directly contribute to meeting Trust targets and delivering outstanding care for local people.
From preparing performance reports and supporting recruitment, to taking minutes at Directorate and Divisional meetings and managing confidential information, your attention to detail and initiative will make a real difference.
This is a fantastic opportunity to develop your skills in a supportive environment, with responsibilities ranging from rota management and financial ordering to IT support and cross-cover for the Divisional PA.
This vacancy is only open to Herefordshire and Worcestershire NHS staff
Main duties of the job
Provide administrative support to the Directorate Teams within the Women & Children’s Division (Breast, Gynaecology, Obstetrics & Paediatrics).
Provide diary and inbox management support for the Directorate Managers.
Take formal notes/actions at Directorate and Divisional meetings.
Have an understanding of patient pathways and key KPIs such as RTT, capacity and demand planning.
Undertake validation of data such as patient waiting lists and provide feedback to Directorate teams of performance and areas of concern.
About us Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester.
Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
DBS Checks and Costs: Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.
Job responsibilities
Provide administrative support to the Directorate Teams within the W&C Division.
Have an understanding of patient pathways and key KPIs such as RTT, capacity and demand planning. Deal with queries and action as appropriate to achieve Trust targets.
Undertake validation of data such as patient waiting lists and provide feedback to directorate teams of performance and areas of concern.
Provide diary and inbox management support for the Directorate Managers, liaising with multiple stakeholders across divisions making autonomous decisions.
Participate in the collection and transmission of information to enable the Directorate to meet its objectives.
Integrate performance information and data into presentation slide decks and reports prepared for the Directorate Managers, including Directorate performance review packs.
Develop and maintain an efficient filing system to include correspondence, reports, audit, and results.
Support recruitment process with raising ATRs for the Directorates and, where appropriate, sit on recruitment panels.
Take and transcribe formal minutes for high-level meetings, including Directorate and Divisional meetings. Ensure accurate recording of complex discussions, decisions, and action points.
Maintain responsibility for the timely production, formatting, and distribution of formal records, and follow up on actions where required. This includes managing confidential and sensitive information with discretion.
Where appropriate provide cross cover for the Band 5 Divisional PA, supporting with complex diary management and minute taking for the Divisional Directors.
Initiate and raise financial orders through the Trust’s procurement system (e.g. iProc), liaising with procurement, finance services and external suppliers to resolve any queries/issues.
Participate in the introduction and use of IT, procuring IT equipment and provide IT support and training to colleagues.
Have knowledge and use of various Microsoft Office software programmes including Outlook, Word, PowerPoint, Excel, Co‑pilot and Teams to produce letters, presentations, spreadsheet reports and other relevant correspondence.
Input and look up data on Trust IT systems in accordance with Trust policies.
Assist with day-to-day office administrative tasks such as distribution of post and answering telephone enquiries as appropriate.
Exercise initiative and judgment based on acquired knowledge and experience when dealing with Directorate enquiries.
Recognise situations that should be referred onto the line manager and take prompt and appropriate action.
Organise own day-to-day work and prioritise workload independently.
Rota Management
Act as lead in the provision of medical locum cover (paediatrics) for the Worcester site as required through Allocate and NHS P, liaising with the rota team, including uploading locum requirements onto Allocate ensuring details of all required shifts/jobs are completed accurately, reviewing locum CVs and checking all documentation supplied meet Directorate requirements and forward suitable CVs to Consultant for review and authorisation to book, prepare locum packs and accommodation as required, check locum timesheets on Allocate to agree hours booked/worked for authorisation by Directorate Manager.
Organising on site rooms for on call consultants as required.
Initiate / process claim forms for clinicians and add to the Allocate rota system.
Take sick leave, compassionate/special leave, maternity/paternity leave requests and add to the Allocate rota system and ensure return to work and self‑certification/medical‑certification is added to personal files.
Upload waiting list initiative claims from clinicians, maintaining accurate records. Respond to any pay queries from medical staff liaising with payroll to rectify.
Rotacoordination including allocation of theatre assistant staff, nursing & radiology staff in conjunction with the Directorate support manager.
Person Specification Qualifications
Evidence of further studies.
Skills and Knowledge
Working knowledge of Microsoft Office.
Good telephone skills.
Excellent verbal and written communication skills.
Good organisational skills.
Ability to collate, analyse and prepare reports.
Knowledge of NHS systems.
Knowledge of PAS.
Knowledge of Bluespier.
Knowledge of good Health & Safety Practices.
Audio & copy typing skills.
Experience
Experience of managing medical rotas.
Experience of using databases.
Experience of diary management.
Management of waiting lists.
Experience of working in the NHS.
Able to deal with competing priorities in demanding conditions.
Able to communicate sensitively with patients.
Self‑reliant, able to work independently and as part of a team.
Excellent attention to detail.
Other requirements
Adaptable.
Ability to prioritise workloads and meet deadlines.
Basic analytical skills.
Must maintain patient confidentiality at all times.
Due to the nature of our work, all posts are subject to enhanced Criminal Records Bureau checks.
This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices)
Please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name Worcestershire Acute Hospitals NHS Trust
#J-18808-Ljbffr